I asked the three job change groups about how to use Garoon for a large company.

Does Cybozu Garoon, a groupware for enterprise, really meet the needs of large companies?Listen to the three job -changing groups of Cybozu, listening to issues such as information dispersion and inadvertent accidents in the enterprise company, and knowing the speed of information sharing and communication concentration felt in Cybozu.I asked thoroughly how to use the groupware I wanted.

This characters this time

Former manufacturer: Joined Cybozu in 2016.The previous job was a major manufacturer.He is in charge of consumer products design and promotion of IT infrastructure products.

Former software company: Joined Cybozu in 2015.The previous job was a software company.He is in charge of marketing for enterprise products and promotion of consumer products.

Former foreign capital IT: Joined Cybozu in 2015.The previous job was a major foreign -affiliated IT company.He has been in charge of advertising sales on the web portal, and later in charge of marketing for consumer software and peripherals.

Otani: TECH.ASCII.JP's reporter Avisa Otani

Enterprise is what is randomized by internal systems

Otani: First of all, please tell us about your previous job.Everyone is in common with IT -based enterprise companies, but their positions are different from major manufacturers, domestic IT companies, and foreign IT companies.Please let me know if you have an experience of a large company.

Former foreign capital IT: Foreign IT companies in the previous job were so large that they seemed to be the same company because the business portfolio was wide.In the elevator, it seems that there is a financial person in charge of financial staff who have come to suits beside the advertising business with orange bags wearing snake skin shoes (laughs).Compared to when I joined the company, the employees are now increasing more than twice, so I think the difference is increasing.

Former manufacturer: The previous job was still wide, so the way of culture and work was different.Since the words used for each division and the process management of development are completely different, the transfer between divisions is similar to changing jobs.There was a base not only in Japan but also all over the world, so it was difficult to communicate unique to large companies.

Otani: Did the internal system used naturally seem to be different?

Former manufacturer: HR evaluation, salary, and expense settlement systems were unified, but those related to business, such as project management and process management, were different for each organization.Recently, there seems to be a movement to unify such systems and share information all over the company.

"The web -based system is messed up and you can't understand anything unless you know the address."

Former foreign capital IT: The previous job was basically a web -based system, but I only attended the company for about two years and sent it to HR flights by paper.Nevertheless, the web -based system was also overwhelmed, so those who entered halfway do not know anything unless they know the address of the system.There is a portal for the time being, but it wasn't very maintained, so there was a break.So, if there is no one in the department that seems to be easy to talk to, you will not reach the necessary site (laughs).

Otani: It's exactly an enterprise.If the seats are not fixed, you may not be able to consult with anyone more and more (laughs).

Former software company: In my previous job, IT used global and common, so I used global specifications in Japan.However, only the attendance system was unique to Japan.Also, since the global base is a sales main and support main, the personnel composition is different, so in Japan, the sales management system was launched independently.To be honest, I didn't know the difference between which was global standard and which one was locally operated.

Otani: What did you use for information sharing in your previous job?

Former manufacturer: I used various tools depending on the department.The basics are emails, but there were also tools like Notes and electronic conference rooms, and company -wide information was used in -house intra.The emails were different from the business department, so even if you set up an "important flag", it was sometimes not transmitted because the other party used a different tool.So, when I sent an email to a person in a different department, I was careful.

Otani: Even in the same company, the business model itself is different, so I don't know that the system is different, but it is certainly inconvenient.

Former software company: In my previous job, I shared information with SharePoint, but compared to Cybozu products, it felt harder and less familiar.Most of the internal SNSs are the Philippines, and Japanese do not write at all.The frequency of use was different depending on the country.

Former foreign capital IT: Just because it's an IT company doesn't mean that everyone is all technical.I belonged to the marketing department, but it was unusual to make a shared folder with SharePoint (laughs).I was asked the same question many times, and every time I thought, "Look here."

I didn't know how to work without email

Otani: Now, what about Cybozu's internal system after changing jobs?

Former manufacturer: The daily communication is mainly Garoon and Kintone.Which tasks are used for which tools are not strictly determined, but there is a tendency to use more products in charge.It feels like each team is using their products.

Former foreign capital IT: That's right.Most projects are galloon space.If you don't want to distribute information, you should read it for a long time with one thread, and use a Garoon message for personal exchanges.In our case, I think that the employees who have joined the new graduates have rarely exchanged e -mails between employees.

Garoon space is a big success in Cybozu's projects

Former software company: Rather than different tools for each department, it feels like topics and projects.If I, the Kintone team, is invited to the space of the Garoon team, I will exchange it with Garoon.

Otani: Is there anything you was surprised to enter Cybozu?

Former foreign capital IT: I grew up email, so I had never used groupware itself.Previously, I opened Outlook and searched for an email box to work.So, in Cybozu, "don't use email" was quite shocking, and I didn't know how to work without email.So, at first I thought, "Isn't it difficult to understand?"However, once you get used to it, it is overwhelmingly convenient to have information.I feel it every day.

Otani: It's enviable to hear that a company with a lot of mailing list like ours.

Former foreign capital IT: If it is a mailing list, you have to judge who is in the email address.However, there were many similar addresses, and temporary staff and external staff had to be identified by the presence or absence of one alphabet, so there were cases in which they sent an email by mistake in the previous job.

Former manufacturer: In the case of my previous job, I couldn't make a mailing list freely, so if you want to send an email in a certain position, check your position in the address book and remove one e -mail address.I was making an email.In that regard, Garoon has the concept of "roll", and if you use it, you can easily create a "bulletin board that sends a notification only to the director".Even if you do not bother with an email, you will be able to contact a specific position by posting it on the bulletin board.If I had this in my previous job, I wouldn't have needed that wasted time (laughs).

Former foreign capital IT: Also, in a mailing list, if you have any trouble, you will dig up a past email without sending or not send it.But if you manage file, if the update date is clear or the progress is shared in space, that's not the case.

If you have a full text search for Garoon, you will reach the target file properly

Otani: If the work style centered on email shifts to groupware, the impact is quite large.Is there any other place that is convenient?

Former foreign capital IT: Garoon can see the file version, date, and update contents.When I was in my previous job, I was searching for the file attached to the email with the date, but even if I checked it on a date, the file was not always the latest.

"If you judge only by file name, I don't think you have the file you want even if you open the file server folder."

Former software company: Many companies have no file name rules.So, if you judge only with the file name, you will think that even if you open the file server folder, you do not have the file you want.

Former foreign capital: That's right.There are people who give a file name with only alphanumeric numbers and those who give a file name in Japanese (laughs).

Otani: I see.Last time, I wrote an article, but I wonder if the true value of Garoon is actually full text search.It is natural to google on the Internet, but it is a great stress that you can not do it when it comes to intra.It is big to be able to find information in the same way in the company.

Former foreign capital IT: That's right.If you use a different shared folder for each department, you can't find it even if you search.

Former software company: But if you can search for the entire text like Garoon, it will get caught.That is helpful.

"The rest is offline" is gone, and various things online

Former foreign capital IT: Also, Cybozu has few meetings.In the previous job, half of the day was a meeting.When a mailing list is created in a group of about 20 people, the decision is to keep your face together at the meeting.In the end, emails are a means of transmission, so discussions are a regular meeting once a week.But in Garoon, discussions on topics are actively actively held online.So, there are few things you have to meet at a face -to -face face, and when you meet, you can start from where the discussion has progressed.So I can't waste time.

Former software company: Certainly, the previous company often said, "I'm offline" (laughs), but it's no longer Cybozu.

Former manufacturer: I agree.If you use Garoon or Kintone, you can chat online.If it is an email, it will inevitably transmit information, but since the space and messages of the galloon are in a comment format, you can make it easier to send than email.You can easily share reports of notes and have a little idea, so conversations are going on online.It would be nice to be able to talk to people with remote work or different bases online.

Message that can be easily transmitted in a comment format

Otani: If you can easily communicate regardless of location, you can share a little awareness to the members.

Former manufacturer: Also, the sender decides the destination in email.However, in fact, people who do not recognize the caller often want that information.Since the space of Cybozu is basically open, anyone can see it, and even those who don't know can know the information that I have.Conversely, if you want to know what other departments are doing, I will go to see the space in the department, and if you find something that is likely to be in trouble, I will also comment.I think this is information sharing that cannot be done by email.

Otani: Sometimes different departments do the same thing.I want to know about other departments.

Former manufacturer: Previously, if you wanted to know the job of another department, you needed to have the person in that department spend time.That kind of thing has decreased.

Conference is more productive by the use of schedules

Former foreign capital IT: Even if you have a meeting, you can adjust the schedule of multiple users by using the schedule.In my previous job, it was really hard to find a spare time for about 20 participants in Outlook.In that regard, Garoon looks for the free time for the participants.I was impressed when I first used it.She was proud of her husband at home (laughs).

"I was very impressed at first that the contents of the meeting were all about on one of the screens of the schedule."

Former manufacturer: Garoon can be attached to the schedule.I think that the meeting material will be updated many times just before, but if you send it by e -mail each time, it will compress the capacity of the mailbox, and you will not know which one is the latest.But if you attach it to the schedule, you can share the latest materials without sending emails.After the meeting, the minutes should be attached to it.At first, it was very impressive that the contents of the meeting were all aggregated on one of the schedule.

Because it can be used on a smartphone, I stopped holding a paper notebook

Otani: It is also attractive that it can be used in a mobile environment with a Garoon cloud version.Do you use your mobile on mobile?

Former manufacturer: I use it a lot.In my previous job, only some people could see emails on mobile phones and smartphones.So I used a paper notebook to write down what I needed on the go, but in Cybozu, I could check the groupware with my smartphone, so I stopped holding my notebook.

Former foreign capital IT: That's right.You had it when you joined the company.

Former manufacturer: Yes.I wrote the meeting place, time, etc. on paper and carried around, but I don't need it anymore if I can see it on my smartphone.

Former foreign capital IT: I just read my smartphone in my previous job.Well, it was enough by email.Now, I have been saving time, so if you use a space, it is very great to be able to follow the progress of work on the train.

Otani: The great thing about mobile is that you can use the gap time effectively rather than work on holidays.For office workers in Tokyo, commuting time is reasonably long.

Former software company: It's big because I also take 2 hours on the way back and forth.I'm grateful that you can see the job on the train even when you return early.

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　The organization's usual is that the number of bases and the number of people increases and the complexity of internal communication increases.Otani, who belongs to thousands of companies, often heard the fresh stories of the Cybozu Job Change Group and were convinced.Enterprise groupwear, like a galloon equipped with various functions such as space and message, is likely to work in such an environment.

(Provided by Cybozu)